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Student Rights Concerning Education Records

The federal Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records. See Section “6,” below, on your right to prevent the dis- closure of directory information. The FERPA rights of students are as follows:

  1. The right to inspect and review the student’s education record within 45 days of the day the college receives a request for access.

Students should submit to the Registrar a written request that identifies the record(s) they wish to inspect. All requests shall be granted or denied in writing within 45 days of receipt. If the request is granted, the student will be notified of the time and place where the records may be inspected. If the request is denied or not responded to within 45 days, the student may appeal. Additional information regarding the appeal procedures will be provided to the student if a request is denied.

  1. The right to request the amendment of the student’s education records that the student believes are inaccurate, misleading, or otherwise in violation of the student’s privacy rights under FERPA.

Students may ask the college to amend a record that they believe is inaccurate, misleading, or otherwise in violation of the student’s rights of privacy under FERPA. Students should write to the college official responsible for the record, clearly identify the part of the record they want changed, and specify why it is inaccurate or misleading. A student may not contest the assignment of a grade through this procedure, but may contest whether the assigned grade was recorded accurately.

If the college decides not to amend the record as requested by the student, the college will notify the of the decision and advise the student of the right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be pro- vided to the student when notified of the right to a hearing.

  1. The right to consent to disclosure of personally identifiable information contained in the student’s education records, except to the extent that FERPA authorized disclosure with- out consent.

A student’s written consent is required to disclose personally identifiable information contained in education records to someone other than the student, unless information disclosed is Directory Information (see section “6”) or another specific exception applies. The consent must be signed and must: (1) specify the records that may be disclosed; (2) state the purpose of the disclosure; and (3) identify the party or class of parties to whom the disclosure may be made. Students and alumni requesting disclosures must provide proof of identity.

Personally identifiable information from an education record of a student may be dis- closed without prior consent under the following circumstances:

  • Health and safety emergencies.

  • To School Officials who have a legitimate educational interest in the record.

  • Disclosure to a school official of another college or institution where the student seeks or intends to enroll or where the student is already enrolled so long as the the disclo- sure is for purposes related to the student’s enrollment or transfer.

  • Designated government authorities.

  • Financial Aid determination of eligibility, amount or conditions, or enforcement of the terms and conditions of the aid.

  • Court orders or subpoenas.

  • Disciplinary proceedings arising from alleged crimes of violence or non-forcible sex offenses.

  • Litigation and administrative proceedings

  • Registered sex offenders

  • The Department of Homeland Security Office of Immigration and Customs Enforcement is entitled to specific personally identifiable information of international students with F or J status.

  1. The right to appeal the alleged denial of FERPA rights

The appeal should be directed to the General Counsel and Vice Chancellor for Legal Af- fairs, the City University of New York, 205 East 42nd Street, New York, NY 10017.

  1. The right to file a complaint with the U.S. Department of Education concerning al- leged failures by the college to comply with the requirements of FERPA.

Students are also entitled to file grievances about violations of FERPA with the Family Policy Compliance Office, U.S. Department of Education, 400 Maryland Ave. SW, Washington, DC 20202-8520.

  1. The College may make the following directory information available concerning cur- rent and former students to those parties having a legitimate interest in the information.

Attendance dates, photograph, 8-digit student ID number, enrollment status, level of education, degree enrolled for and major field of study, participation in any officially recognized activities, degrees, honors and awards received.

Address, email address and telephone number may be released only to employees of the University and its constituent colleges for the purpose of conducting legitimate University busi- ness. They may not be shared with individuals and organizations outside the University.

By filing a form with the Registrar’s Office, any student or former student may request all of the information stated above not to be released without prior written approval of the student.